About the Waivers

 

Travel Waivers use the Student Request portlet on Schreiner One. They must be processed before students will appear on the registered list. Because health information is included on this form and because the full health history form uses the Student Request portlet, processing privileges are restricted. Currently, the portlet appears at Campus Life > Travel.

 

Processing

 

• Go to Jenzabar.
• Go to Process Internet Submissions.
• Make sure that Submission Type in the upper, left-hand corner says “0 All” or “530 Student Request.”
• Make sure that Submission Status includes Complete and Partially Processed.

 

New waivers will appear at the end of the list. They should be processed in order from top down WITHOUT resorting the list (i.e., don’t click column headings). A student may have submitted it twice to correct information, so the last submission should be processed last.

 

The Source column may read International Travel Waiver or Domestic Travel Waiver. Both must be processed.

 

Click the row of the first travel waiver, then click the Process button. It will take a minute...

 

Look for tabs with yellow asterisks. Those tabs have new or changed data that must be reviewed.

 

Name and Address tabs may have new cell phone number or personal email addresses. Check to make sure. Sometimes people put their Schreiner email addresses in place of their personal ones. In that case, or any other case where you do NOT want to change the data, just go to another tab and answer No when asked if you want to save your changes.

 

It’s possible that the Address tab will have multiple changes. Each address code in the left hand window will have a yellow asterisk. You can verify and save each address code individually. Leave any rows you DON’T want to change alone, and answer No when asked if you want to save changes.

 

The Emergency Contact tab is a little different. The left-hand window shows what the person put on the form you are processing. The right-hand window shows you what is in Jenzabar.

 

If they have no emergency contact info at all, the Emergency Contacts sub-tab will be grayed out. Add a new emergency contact: Click the green plus sign to create a new row. Save the tab to create a new contact.

 

If they have an emergency contact BUT it is different than the one on the form, you will click the green plus sign to add a new row. Save the new record. NOW, write down who the new contact is. The primary contact should always have a priority number of 10. Jenzabar will not let you add someone as a 10 no matter what you do. Once you have finished processing the waiver, you will have to go into the regular Emergency Contact window and manually give the new person a priority number of 10. This is important.

 

If they have an emergency contact AND the name and relationship match, then you will just update it. Click the green button to match it to an existing row. Check the Maintenance subtab to see if there is new info. Save if there is. If there is NO new info, the yellow asterisk will not go away even if you save. This is OK.

 

If the matching emergency contact is not the primary contact, go to the Emergency Contacts sub-tab and change the priority to 10 for the new contact.

 

Finally, go to the Custom Data tab. Click the Run Stored Procedure button. Make sure it finishes. That is all you have to do on that tab.

 

Once you are sure that everything has been updated and you have made note of any contacts requiring priority changes, close the window. Answer No when asked if you want to keep the submission available (unless you need to keep it active for some reason).

 

Manually update any Emergency Contacts that have changes in priority numbers.

 

Reporting

 

There are a few reports people use to see waiver information.

list_of_all_trips, list_of_available_trips, list_of_current_year_trips can be viewed by most people. These will also provide TripID numbers, which can be helpful on other reports.

future_travel_list_of_registered_cm has no sensitive data and can be viewed by most people

travel_waiver_full_sheet has sensitive information and should be restricted. Currently, Rachel Cave is printing them for trip leaders. Rachel Cave, Seabrook Jones, and Charlie Hueber have permissions.

 

Custom Data

 

TABLE_DETAIL

The following columns store data used by both the online forms and the reports:

travel_reg_status fixed values

travel_trip_behavioral fixed values. Alt value 1 means the code is in use.

travel_trip_type fixed values. Alt value 1 means the code is in use.

travel_trip_year updated at the beginning of each academic year to turn forms on and off. Alternate value 1 of Y means the year is “open.”

 

SHR_SA_TRAVEL_TRIPS_FAC

Each trip has a record in this table.

 

SHR_SA_TRAVEL_WAIVER_FAC

Each submitted travel waiver has a record in this window.